Agenda, decisions and minutes

To sign as a correct record the minutes of the meeting held on 23 November 2022.

The minutes of the meeting held on 23 November 2022 were signed as a correct record.

Councillors/Staff to give notice of any disclosable pecuniary interest, other registrable interest or any other interest and the nature of that interest relating to any item on the agenda in accordance with the adopted Code of Conduct.

None declared.

To answer questions from members of the public – submitted in writing or by electronic mail no later than 5.00pm on a working day, allowing two clear working days before the day of the meeting.

None received.

None received.

Councillor M Grainger the Chair of the Customer Services Task and Finish Group attended the meeting to present the Final report and recommendations to the Executive for consideration and approval.

Executive had been provided with a copy of the published TFG report approved at the Overview and Scrutiny Committee meeting held on 9 December 2022. 

The intention of the review, carried out during September to November 2022, was to identify recommendations that could either be implemented by Allerdale Borough Council in the short term or carried forward as recommendations for the new unitary authority to consider.

Councillor Grainger thanked the Customer Services Team and the Programme Director – Transformation and Operating Model for their engagement with the process and moved the recommendations.

Executive members thanked the Task and Finish Group for their work.

Councillor A Pitcher seconded the recommendations. A vote was taken and the recommendations were unanimously agreed.

Resolved

That –

1.  Recommendations 1 - 3 of the Customer Services Task and Finish Group, as set out on page 13 of the agenda, be agreed and accepted by Allerdale Borough Council;

2.  Recommendations 4 - 7 of the Customer Services Task and Finish Group, as set out on page 13 of the agenda, be recommended to the new Cumberland Council for consideration and adoption.

The subject of the decision

The Senior Manager - Housing submitted a report which sought member’s approval of a review of the Housing Grants and Assistance Policy.

The Policy had been updated to reflect the introduction of the Adult Social Care Reform White Paper and the Disabled Facilities Grants Delivery: Guidance for Local Authorities in England. 

Councillor M Fitzgerald moved the recommendations as per the report including an additional recommendation as made by the Overview & Scrutiny Committee on 9 December 2022 which read;

‘that the Executive recommends to the new Cumberland Authority that a housing stock condition survey be carried out on all older buildings in the area, including a whole household energy consumption audit’.

Councillor J Lister seconded the motion. The motion was unanimously agreed.

Alternative options considered

Not to approve the policy.

The reason for the decision

To provide details of a Housing Grants and Assistance Policy which set out the circumstances in which the Council could provide financial assistance to improve the conditions, adapt existing housing and provide a prevention service that enabled people to continue to manage more safely within their home.

The decision

Resolved

That –

1.  The introduction of the updated Housing Grants and Assistance Policy be supported;

2.  The updated Housing Grants and Assistance Policy be adopted;

3.  Any future amendments be delegated to the Chief Officer Place and Governance in consultation with the Portfolio Holder for Housing;

4.  It be recommended to the new Cumberland Authority that a housing stock condition survey be carried out on all older buildings in the area, including a whole household energy consumption audit.

The subject of the decision

The Chief Officer - Place and Governance submitted a report which sought member’s approval of a contract for one dedicated Electoral Management System for the new Cumberland Council.

Councillor M Fitzgerald moved the recommendations as per the report; this was seconded by Councillor C Sharpe. The motion was unanimously agreed.

Alternative options considered

Not to approve the contract.

The reason for the decision

From 1 April 2023 the Electoral Services functions of Copeland Borough Council, Allerdale Borough Council and Carlisle City Council would transfer to Cumberland Council and therefore one dedicated Electoral Management System was required to maintain a combined register of electors.

The decision

Resolved

That –

1.  The contract for the Electoral Management and Electoral Registration System awarded to the supplier identified in Appendix A of the report be approved;

2.  It be noted that the contract would transfer to Cumberland Council from Vesting Day on 1 April 2023.

The subject of the decision

The Interim Chief Executive submitted a report which sought member’s approval of a contract for Hybrid Mail Services.

Councillor M Johnson moved the recommendation as per the report; this was seconded by Councillor M Fitzgerald. The motion was unanimously agreed.

Alternative options considered

Not to approve the contract.

The reason for the decision

For approval of a joint procurement award bringing together Carlisle City Council, Copeland Borough Council and Allerdale Borough Council’s requirements ahead of the transition to Cumberland Council.

Hybrid Mail involves transforming digital data into a physical letter at distribution print centres then posted to a final address, ensuring safer and secure post and reducing overheads, paper and print costs.

The decision

Resolved

That the recommended contract for Hybrid Mail Services with DHL be approved.